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Level 1

Invoice numbers

I have different invoice templates set up, if it possible to have each template use a different number sequence? 

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Best answer June 12, 2019

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Moderator

Invoice numbers

Greetings, @RebeccaF.

 

Let me help you go over to your invoices, and ensure you're able to use the correct number sequence when creating them.

 

Right now, the option to assign a different set of numbers for invoice templates isn't available in QuickBooks Desktop. When creating a transaction, QuickBooks takes the last number recorded and automatically increments this number by one for each new invoice.

 

To use a different number sequence, you'll need to create first an invoice with the starting number for that template. Let me guide you how:

 

  1. Go to Customers at the top menu bar, then choose Create Invoices.
  2. On the TEMPLATE drop-down, select your custom template.
  3. Enter the necessary information.
  4. In the Invoice # field, enter the number. 
  5. Click Save.

The next time you create an invoice, QuickBooks will assign the correct number. For additional reference, you can check this article which contains steps about creating an invoice from scratch, for a sales order, and for an estimate: Create an invoice in QuickBooks Desktop.

 

Once you receive the customer's payment, you can use the following article to record it, as well as how to apply a discount and credit: Record a payment for an invoice.

 

Please know that I'm just a few clicks away if you need further help. Wishing you a great and productive day!

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7 Comments
Highlighted
Moderator

Invoice numbers

Greetings, @RebeccaF.

 

Let me help you go over to your invoices, and ensure you're able to use the correct number sequence when creating them.

 

Right now, the option to assign a different set of numbers for invoice templates isn't available in QuickBooks Desktop. When creating a transaction, QuickBooks takes the last number recorded and automatically increments this number by one for each new invoice.

 

To use a different number sequence, you'll need to create first an invoice with the starting number for that template. Let me guide you how:

 

  1. Go to Customers at the top menu bar, then choose Create Invoices.
  2. On the TEMPLATE drop-down, select your custom template.
  3. Enter the necessary information.
  4. In the Invoice # field, enter the number. 
  5. Click Save.

The next time you create an invoice, QuickBooks will assign the correct number. For additional reference, you can check this article which contains steps about creating an invoice from scratch, for a sales order, and for an estimate: Create an invoice in QuickBooks Desktop.

 

Once you receive the customer's payment, you can use the following article to record it, as well as how to apply a discount and credit: Record a payment for an invoice.

 

Please know that I'm just a few clicks away if you need further help. Wishing you a great and productive day!

View solution in original post

Highlighted
Level 1

Invoice numbers

Will this allow me to use a different set of numbers for different invoice templates? 

 
Say I want template A to start with invoice # 10 and template B to start with invoice number 40001. When i switch back and forth between templates will it pick the number sequence for that particular template?  
Highlighted
Moderator

Invoice numbers

Hello there, RebeccaF.

 

Let me add clarifications to your follow-up question about invoice numbers in QuickBooks Desktop.

 

Switching back and forth between templates will not pick the sequence number assigned for that specific template. As what my colleague mentioned, QuickBooks takes the last number recorded and automatically increments this number by one to your next invoice.

 

Therefore, if you created an invoice number 10, the next time you create an invoice will be invoice number 11 no matter what invoice template you use.

 

Fill me in if you have additional questions or other concerns side from managing invoice numbers in QuickBooks. I'd be happy to help.

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Level 1

Invoice numbers

 

there is no way to change the invoice sequence?  Instead of 10, 11, 12 etc, it can't be changed to 2011, 2012, 2013 etc?

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Level 8

Invoice numbers


@company1 wrote:

 

there is no way to change the invoice sequence?  Instead of 10, 11, 12 etc, it can't be changed to 2011, 2012, 2013 etc?


Yes, if you start your invoice sequence with 2011 the next invoice will be 2012. QB will continue your selected sequence until you change it.

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Level 2

Invoice numbers

Hello,

 

Is there a way to prevent duplicate invoices or at least be warned when there is a duplicate invoice number?

Thanks

Highlighted
Moderator

Invoice numbers

Thank you for posting here in the Community, @benthepi.

 

During the process of creating a new invoice, the system will be warning you for an existing transaction with the same number. If you enable Custom Transaction Numbers from the Account and Settings section, a message prompt will appear in QuickBooks Online (see screenshot below).

 

 

For now, the settings available from the Account and Settings section will prevent you from getting duplicates. However, please note that this is only for Check, Bill, and Journal number.

 

Here's how:

 

  1. Click the Gear icon in the upper-right corner, and select Account and Settings.
  2. Go to Advanced.
  3. Below Other preferences, review the transactions you want to get a warning message.
  4. Press Save, then Done

For additional reference, I suggest you visit the How to find duplicate invoice, estimate, or sales receipt numbers article. It provides detailed steps about how you can check for any duplicate sales.

 

I want to make sure this is taken care of for you. If you have additional questions or concerns while working in QBO, leave a comment below. I’m here ready to help you.

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